Digitizing data is becoming a necessity for companies during the pandemic.
I’ve recently written about how to go paperless and how it can help companies reopen safely. Businesses are changing their workspace models. They're moving from open-floor offices with lots of in-person collaboration, to a mix of remote and in-office work. Workers in the office must also socially distance and limit contact.
Companies are embracing document digitization to enable remote work and 6-feet separation between workers at the office.
What is Document Digitization?
Document digitization, or document imaging, scans paper using technologies such as optical character recognition. Once scanned, digital images of information are captured and turned into electronic documents. A document management system allows organizations to search and archive scanned files in a digital format. Electronic files allow for improved sharing and analysis of critical information.
Digital documents, scanned documents, paper-free processes and paperless systems are the best way to get there.
What are the Benefits of Document Digitization?
Becoming a paperless business has many benefits beyond reopening. Using paperless documents can save companies time and money, improve worker efficiency and much more.
American Express recently wrote about these benefits in, “Going Paperless: The Long-Term Benefits.” The article outlines reasons to move away from paper documents and embrace digital files:
“Paperless adoption has critical benefits, including reduced paper waste and lowered printing and storing paper documents costs. It also streamlines processes, which simplifies cost cutting and improves management effectiveness and efficiency.”
Many companies are going paperless and seeing major benefits, according to the article. Jesse Wood, CEO of eFileCabinet.com observed, “Many businesses have already seen an increase in productivity and improved communication."
Sunny Ashley, founder of Auto Shop Invoice, a shop management software company, adds, “Paperless invoicing means saved time. It means fewer misplaced papers. It means easier access to documents from any connected device, rather than needing a filing cabinet.”
Worker collaboration improves as well., according to Jeff Roscher, owner of eWorkOrders, a maintenance management software company:
“Being able to collaborate with their team and view resources in real time gives them a big advantage,” Roscher said. “Managers can view the status of their jobs and manage their resources, all from a computer, smartphone or mobile device."
What Technologies Enable Document Digitization?
The pandemic has spurred the move towards the paperless office. The CEO of title insurance company States Title told American Express, “The whole mortgage closing industry is going digital overnight.”
He explains that document capture has been around for years in the mortgage industry. However, there were roadblocks to using them, such as outdated regulations and reluctance to abandon paper forms and filing cabinets. The pandemic changed everything.
The key to the paperless office is the use of mobile forms. They enable document digitization and save companies tremendous money while reducing time spent doing data entry or paper file searches.
How Can I Affordably Do Document Digitization?
One document digitization solution, Alpha TransForm, is ideal for the task. This low code software allows both developers and business workers to digitize paper forms affordably and flexibly. affordable pricing and flexible licensing, Alpha TransForm lets companies go paperless and build all the mobile forms they need.
Alpha TransForm can digitize a range of documents. Customers have digitized paper forms including order intake forms, inspection forms, maintenance forms, safety forms, and more. The forms can also work in the field with or without a cell or WiFi connection. Collecting more accurate data also creates a great foundation as companies begin to experiment with machine learning.
Speeding Document Digitization
The time to go paperless that produces digital documents is NOW.
In a paperless office, workers can see, share and access critical information in a digital format and eliminate paper. Office workers can stay 6-feet apart because they can share electronic documents and not come in close contact passing paper forms.